Revised Email Storage Guidelines
January 2006

 

In response to the ongoing critical saturation of the Exchange email server, the Information and Instructional Technology Committee has recommended, and the Provost has approved, updated guidelines to manage space on that server. The new guidelines, effective January 25, 2006 are as follows:

• Automatic warning messages will be issued to users when they exceed 45 MB of disk space on the Exchange server. These warning messages will continue for as long as the user exceeds the limit, although the sending and receiving of messages will continue to be permitted.
   
• For users who disregard warnings and eventually exceed the 50 MB level, the system will automatically prohibit users from sending any more email messages until they have deleted sufficient messages from their server space to fall below the 50 MB limit. Users would continue to receive email messages.
   
• For users who reach the 60 MB level of disk space, both sending and receiving privileges will be suspended until the users have taken steps to reduce their server space below these established levels.

Space on the Exchange server is common space for all system users to share. When that space becomes saturated, the server is in jeopardy of failure which means that all email users would be denied any access to services until the disk space can be rebuilt and services restored - potentially resulting in all users losing email messages that have been sent/received since the last backup. Therefore, the IITC recommended these updated guidelines for the benefit of the corporate body of UM users be implemented as soon as possible.

Tips to help you manage your Outlook email are available on the Help Desk's web page.  If you are interested in a departmental seminar or personal consulting with a technician to help you effectively manage your email account, please contact the Computer Services Help Desk at (205) 665-6520 from 8:00 am - 5:00 pm Monday - Friday.

On behalf of the IITC and the Provost, we thank you for your understanding and cooperation as these revised guidelines are implemented.

 

Updated February 2006